Administrative Assistant

6 months ago

Galveston, United States G&H Towing Full time $22 - $31
Job Summary The engineering administrative assistant will greet, welcome, and direct visitors as well as notify company personnel of visitor arrivals. The engineering administrative assistant will maintain all engineering administration tasks between tug, fleet, and various departments within the organization.  Key Interactions G&H Employees, G&H executive leadership, senior client leadership, mariners, industry associations, and 3rd party vendors Job Responsibilities, Required Knowledge, Skills  
  • Ability to always communicate effectively and professionally.
  • Ability to familiarize with company documents including policies and procedures and the company Towing Management Systems (T.S.M.S).
  • Ability to maintain confidentiality in all matters and areas of the organization.
  • Ability to manage multiple demands simultaneously while maintaining service standards.
  • Ability to understand and execute complex oral and written instructions.
  • Ability to work independently with minimal or no guidance.
  • Adhere to all company policies and procedures.
  • Assist engineering personnel as needed for projects.
  • Desire to learn new responsibilities as business needs grow.
  • Excellent written and verbal communication skills.
  • Forward calls and messages to available personnel and the appropriate parties regarding incoming phone calls .
  • Implementation of tug data for engineering systems of equipment components, specific per tug (class).
  • Interpersonal skills including self-awareness and the ability to deal professionally with others and always make professional judgments.
  • Keep the engineering office in a tidy, sanitary, and organized condition
  • Log formal documents for traceability of G&H and audit standards
  • Manage engineering digital document storage organization structures while ensuring all documents and forms are in an accessible area for easy location by employees 
  • Manage new Product development and ensure all stakeholders are keeping up with NPD timelines.
  • Must be a team player and support the mission, vision, and goals of the company and the department
  • Must be service-oriented and customer-centric to all internal and external customers.
  • Print and release production reports.
  • Process work orders and job entry into EPICOR system, process fuel and lube requestions for port engineer’s authorization, process vessel requisitions for all departments, process daily engine department logs for all vessels, maintain the monthly fuel consumption report, file engineering documents, file insurance documents MSA and creates documents in Microsoft Office when needed.
  • Proven ability to troubleshoot, test resolutions, and escalate common issues.
  • Proven analytical and problem-solving skills.
  • Receives and processes all fuel, lube, slops, and waste requests to the assigned Port Engineer and the dispatcher center for final processing.
  • Strong communication, organizational, analytical, time management, problem-solving, and planning skills.
  • Support Engineering with production optimization when needed.
  • Support social event planning when necessary.
  • Supports engineering staff with daily responsibilities including.
Education & Experience  
  • A High school diploma or GED is required; an advanced degree is preferred; extensive experience may be considered in lieu of education.
  • Attention to detail and problem-solving skills.
  • Excellent interpersonal skills, organizational skills, and experience in an administrative environment.
  • Experience in drafting, writing, and collecting reports.
  • Experience in the tug maritime industry.
  • Knowledge of digital reporting from analyzing software from engineering.
  • Knowledge of technical software, modern planned maintenance systems, and procurement actions for engineering.
  • Knowledge of maritime insurance, marmite vendors, tug technical systems, and priorities.
  • Knowledge of working in a maritime environment and experience with additional standards for safety drills, evacuation, and emergency plans.
  • Requires proficiency with computer hardware and software to include Microsoft Office applications, using a computer with a keyboard and mouse, navigation with a web browser, checking and sending email, and use of internet search engines.
Required Licensure & Certifications  

  • Requires an active and valid driver's license
  • A transportation worker identification credential (TWIC) is preferred
  • CPR First Aid certification is preferred
Working Conditions 
  • Work hours will be assigned based on business needs however, work hours will typically be Monday-Friday from 7:30 am to 4:30 pm.  By request from the department manager or department director. Work hours may include irregular hours including weekends, holidays, and after-hours to assist in completing special tasks or assignments
  • Out-of-regional travel may be required to attend training, seminars, or work-related events 
  • Work will be performed in the office and in the field 
Special Projects 
  • Assist the management and or executive team when requested to complete special projects and complete all assignments within a negotiated time frame established by the department manager
  • Completion of other duties as assigned by the department manager as it relates to the program and position 
Behavioral Competencies  
Time Management  
  • The candidate is comfortable with goal setting and working in a team setting
  • The candidate must be able to prioritize and complete tasks promptly 
  • The candidate has excellent time management skills and ability to multi-task and prioritize work
Teamwork 
  • The candidate is autonomous, self-motivated to complete work-related tasks and solve problems, reliable, customer service oriented, and intrinsically driven to collaborate with and help the organization achieve the overall department visions and goals
  • The candidate should be comfortable working autonomously and as a team, while always maintaining professionalism
  • The candidate must be able to collaborate with others to problem solve and establish effective solutions to problems
  • The candidate understands the urgency of ensuring business continuity and will set and manage reasonable expectations for stakeholders regarding the resolution of issues.
Listening 
  • The candidate must be able to understand and act upon verbal direction or explanation of support need
Resourcefulness 
  • The candidate will not hesitate to share creative or innovative ideas that will yield efficiency or provide resolution to needs or problems
  • The candidate will be proactive, working cross-functionally as needed to provide answers and solutions
  • The candidate will not hesitate to seek guidance and support from other employees to complete their job duties safely and effectively  
Essential Job-Related Physical & Mental Requirements   

Physical:

  • Ability to ascend and descend stairs.
  • Ability to bend, twist, kneel, stoop, and or reach for items.
  • Ability to board vessels safely.
  • Ability to detect and write effectively.
  • Ability to handle objects.
  • Ability to have visual acuity to operate a motor vehicle and observe objects within the work setting.
  • Ability to hear with or without aid.
  • Ability to move around within an office setting and or other locations as needed.
  • Ability to operate office equipment.
  • Ability to push, pull, and or squat.
  • Ability to remain in a stationary position for long periods.
  • Ability to transport, adjust, and or move items up to 50 lbs.
  • Ability to have visual acuity to operate a motor vehicle and observe objects within the work setting.
Mental:

  • Ability to accept constructive criticism.
  • Ability to anticipate needs.
  • Ability to cultivate a positive working environment.
  • Ability to express self clearly and effectively, orally and in writing, and use ethical and professional judgment.
  • Ability to deal professionally, ethically, and effectively with customers, co-workers, vendors, and the public including providing professional courtesy, tact, decision-making skills, prompt responsiveness, efficiency, and courteous customer service and assistance to all
  • Ability to maintain regular attendance.
  • Ability to meet deadlines.
  • Ability to be professional and use professional judgment 100% of the time.
  • Ability to multi-task and plan time efficiently 100% of the time.
  • Ability to perform job description and duties with minor supervision .
  • Ability to reason and analyze effectively.
  • Ability to solve practical problems as it relates to the position.
  • Ability to understand, communicate, and comprehend information in English.
  • Ability to work professionally with others 100% of the time.
  • Required to pass and maintain all mandatory training.
  • Requires the ability to work collaboratively in a team setting.
  • Requires the ability to treat everyone professionally with courtesy, decency, and respect.
Worksite Environmental Conditions
  • Ability to work alone.
  • Ability to work closely with others.
  • Ability to work long and or irregular hours.
  • Potential exposure to tobacco products.
  • May be exposed to excessive noises.
  • May be subjected to both inside and outside environmental conditions, which include variations in temperature, dampness, humidity, heat, and cold.
  • May be subjected to exposure to fumes, dust, gases, and or chemicals.
  • May be subjected to water and or liquids.
  • Travel by motor vehicle, van, bus, or plane.

We are an equal opportunity employer and prohibit unlawful discrimination per federal, state, and local laws. We value diversity and are committed to being an inclusive environment for all candidates and employees representing a variety of backgrounds, perspectives, and skills. All employment is based on qualifications. Qualified individuals must be able to perform all the functions listed in the job description with or without reasonable accommodation as based on ADA requirements. 

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